2011-02-28 Board Meeting Minutes 1
BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
BOARD MEETING MINUTES
FEBRUARY 28, 2011
The Board of County Commissioners for Lewis County, Washington met in regular
session on Monday, February 28, 2011, at 10:00 a.m. COMMISSIONERS RON
AVERILL, P.W. “Bill” Schulte, and F. LEE GROSE were in attendance. Chairman
Averill determined a quorum, called the meeting to order and proceeded with the
flag salute. Commissioner Schulte moved to approve the minutes from the 10:00
a.m. meeting held on Monday, February 14, 2011. Commissioner Grose seconded
the motion.
Motion carried 3-0
NOTICE
Commissioner Grose made a motion to approve Notice Agenda items one through
three. Commissioner Schulte seconded the motion. Candace Hallom read the
items into the record.
1. Notice: Regarding a Tax Foreclosure Sale. The sale will be held at 9:00 am,
March 18, 2011 in the Commissioners Meeting Room. Resolution No. 11-
050
Roger Snell, Treasurer’s Office, stated each year the Treasurer’s Office has
properties that have been three years or more delinquent in property taxes. Those
properties go through a court certification and are deemed to be available to be
foreclosed upon through a judgment. At this time we have a public auction for
those parcels still unpaid. Registration to be a bidder starts at 8:30 am on March
18th and the sale will start at 9:00 am.
Chairman Averill noted there is a list of these properties available in the
Treasurer’s Office and online.
2. Notice of Hearing: Regarding the 6th 2010 Budget Amendment for Current
Expense and Various Funds. Hearing will be held on or after 10:00 am, on
March 14, 2011. Resolution No. 11-051
Dawna Truman, Budget, stated this is a notice of hearing for the 6th budget
amendment for 2010. The hearing will be on March 14, 2011 at 10:00 am.
Currently, the amount of the amendment is $32,489.00 which is subject to change
prior to the hearing.
3. Notice of Hearing: To approve water service connection fees and rates for
the City of Vader Water System. Hearing will be held on or after 10:00 am,
on March 21, 2011. Resolution No. 11-052
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Tim Elsea, Director of Public Works, stated Lewis County adopted Title 13 of the
Lewis County Code on July 26, 2010 to establish a Utility Division within the
Department of Public Works in preparation for receiving the City of Vader water
system. The hearing for receivership was held on October 29, 2010; and Lewis
County began full operation and management of the water system on January 1, 2011.
In order to operate and maintain the water system in a responsible manner, it is
necessary to establish fees and rates representative of the cost of services. There will
be a hearing on March 21, 2011 and rates will go into effect on April 1, 2011. Once the
notice of hearing is approved a letter with the proposed fees will be sent to every
resident in the water system.
Motion Carried 3-0
CONSENT
Commissioner Schulte made a motion to approve Consent Agenda items four
through thirteen. Commissioner Grose seconded the motion. Candace Hallom read
the items into the record.
4. Resolution No. 11-053 Approval of warrants and payroll for payment.
Chairman Averill stated this approves 22 Special Warrants (Vader Water System)
and 449 other warrants issued by the Auditor’s Office for a total of $838,325.99.
Also, approves 260 warrants for draws on County Net Pay for a total of $224,722.00.
5. Resolution No. 11-054 Approval of a charter between FEMA and Lewis
County Governments for flood map review.
Chairman Averill stated this approves Lewis County’s participation in a Risk MAP
Project Charter between FEMA Region X and the Cities of Chehalis, Centralia, and
Lewis County to continue to identify and assess the Chehalis River (and associated
tributaries) flood risks while undertaking a flood hazard analysis. This establishes a
protocol to ensure an orderly and structured exchange of information. FEMA, the
County, the Cities of Centralia and Chehalis, the Chehalis-Centralia Airport, the
Port of Chehalis, the Lewis County Industrial Commission, the Twin Cities Chamber
of Commerce and other citizen groups and organizations negotiated this protocol to
provide for that exchange of information. The City of Chehalis is the lead agent for
jurisdictions and organizations in Lewis County.
6. Resolution No. 11-055 Approving an inter-local with Chehalis/Centralia
Airport for use of the Small Works Roster.
Tim Elsea, Director of Public Works, stated this is a house keeping matter. Last
year when we entered into an inter-local agreement between Lewis County and
Chehalis-Centralia Airport, Resolution 09-109, to allow the Airport to use Lewis
County’s Small Works Roster we did not put an expiration date on that agreement.
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The only change requested in this new agreement is the added December 31, 2014
expiration language.
7. Resolution No. 11-056 Approving an inter-local with the City of Winlock to
provide on-call, back-up Vader Treatment Plant Operator services.
Tim Elsea, Director of Public Works, stated this Resolution will allow the City of
Winlock and Lewis County to enter into an inter-local agreement. This agreement
will govern reimbursable work performed by City of Winlock forces for which the
County has insufficient personnel/equipment to accomplish said work.
8. Resolution No. 11-057 Approving an inter-local with Lewis County Fire
District #3 for computer and software maintenance services.
Michael Strozyk, Director of Central Service, stated this approves an inter-local
agreement with Lewis County Fire District #3 (Mossyrock) for our IT Department to
provide computer support and maintenance through December 31, 2012. Lewis
County 911 owns the public safety computer system that the agencies share called
Spillman. This is a two year agreement with an expiration date of December 31,
2012. There is a $110.00 per year annual maintenance minimum charge which
includes two hours of labor. After that labor is billed at $55.00 per hour during
normal business time and $80.00 per hour after hours.
9. Resolution No. 11-058 Approving an inter-local with the City of Winlock for
computer and software maintenance.
Michael Strozyk, Director of Central Service, stated this approves an inter-local
agreement with the City of Winlock for our IT Department to provide computer
support and maintenance through December 31, 2012. Lewis County 911 owns the
public safety computer system all the agencies share called Spillman. This inter-
local will allow our IT Department to provide services to the City of Mossyrock to
connect into Spillman. There is a $110.00 per year annual maintenance minimum
charges which includes two hours of labor. After that labor is billed at $55.00 per
hour during normal business time and $80.00 per hour after hours.
10. Resolution No. 11-059 Approving a personal service agreement with
Michael J. McCormick for planning and consulting services.
Robert Johnson, Director of Community Development, stated this Resolution is
for the approval and ratification of a Personal Services Contract between Lewis
County and Michael J. McCormick, AICP for consulting services for Comprehensive
Planning to assist the County in completion of the South Lewis County Subarea Plan
and implementing development regulations, to comply with the requirements of the
Growth Management Act. Planning services shall include, but not be limited to:
review of the draft South County Plan and development regulations; drafting
recommended amendments to same, including changes as may be necessary to
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accomplish the needs of Lewis County, recommendations and other documents
consistent with the proposal; attendance at meetings and hearings, consultation with
Community Development staff, the Board of County Commissioners, the Planning
Commission, state, federal and other governmental agencies and the public; and
other duties as appropriate to meet the 2011 deadline for such plan review and
action by the Board of County Commissioners. The contract is limited to a maximum
of $40,000 for fiscal 2011. The Fund 121 Budget, as adopted includes sufficient and
professional services funding for this contract.
Chairman Averill noted that Mr. McCormick has been providing consulting services
to the County for a number of years. He has helped us through the Agricultural
Resource Land and other issues that we have had in planning.
11. Resolution No. 11-060 Amending Resolution No. 11-048, filling a vacant
position on the Lewis County Water Conservancy Board.
Robert Johnson, Director of Community Development, stated this Resolution is
an amendment to Resolution 11-048 which appointed both Brian Green and
Barbara Burton-Burris to terms on the Lewis County Water Conservancy Board. It
was determined following that resolution that one of those appointees needed to be
appointed to an unexpired term. This Resolution would appoint Ms. Burton-Burris
to fill the vacant position on the Conservancy Board with an expiration date being
April 15, 2013.
12. Resolution No. 11-061 Approving an inter-agency agreement with Lewis
County Noxious Weed Board, and the State Department of Agriculture for
survey of Class A noxious weeds
Bill Wamsley, Weed, stated this approves an Interagency Agreement between
Lewis County, Lewis County Noxious Weed Control Board and the State
Department of Agriculture for the survey of Class A noxious weeds. A cooperative
agreement with the Washington State Department of Agriculture (WSDA), and the
Lewis County Noxious Weed Control Board, where the weed program will direct a
survey for Class A noxious weeds along major transportation corridors within Lewis
County. New plant introductions are often associated with recreation sites and
locations where vehicles are parked temporarily as part of regional business or
leisure travel. Costs are not to exceed $3,670.00.
13. Resolution No. 11-062 Inventory of capitalized assets.
Amanda Migliaccio, Auditors Office, stated this Resolution is to fulfill the
requirements set forth by RCW 36.32.210 requiring the BOCC to file with the
Auditor a statement verified by oath showing a full and complete inventory of all
capitalized assets of the County for the 12 month period ending December 31st of
the preceding year.
Motion Carried: 3-0
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BID OPENING
2011 Base Stabilization
Engineers Estimate: $176,217.80
Rod Lakey, Public Works, stated this project is listed as Number 1 on Lewis
County’s 2011 Six Year Transportation Improvement Program, adopted November 15,
2010 via Resolution 10-295. This contract provides for the repair of portions of Gore
Rd., Meier Rd., Washington Way, Taylor St., and Van Wormer St., by pulverization,
cement stabilization, and other work. This contract will be available for viewing on
Lewis County’s Web Site after the successful execution of the Bid Call.
Contractor Location Amount
West Coast Road Recycling Woodburn, OR $187,456.44
Potter W. Yett Co Portland, OR $187,984.98
Ground Up Road Construction Milton, WA $179,409.56
2011 Gravel Proposal
Engineer’s Estimate: $358,641.00
Rod Lakey, Public Works, stated the 2011 Gravel Proposal is a specific item
proposal that is generated by Engineering using the Pavement Management System.
This contract provides a crushed gravel product that meets WSDOT Standard
Specifications for use in chip sealing and bituminous surface treatment (BST). The
Resolution calling for sealed Proposals for the 2011 Gravel Proposal was prepared for
the February 14, 2011 BOCC meeting. This will provide “Off Season” work for local
Rock Pits resulting in lower costs to Lewis County.
Contractor Location Amount
Sterling Breen Crushing Chehalis, WA $264,023.86
Dulin Construction Inc Centralia, WA $298,054.37
Miles Sand & Gravel Auburn, WA $345,639.98
Martin Sand & Gravel Rochester, WA $307,988.07
The below bid was missed during the 2011 Gravel Proposal bid opening and was
opened following the CDBG Hearing. The Bid was received in the BOCC at 9:02
and was in the bid folder but was overlooked.
Quality Rock Project Olympia, WA $335,579.74
Rod Lakey stated Public Works will evaluate all bids and will return on March 7th
with a recommendation.
HEARING
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Hearing: Closeout for a CDBG for LCWD#1
Chairman Averill announced the hearing and asked for a staff report.
Shirley Kook, Public Works, stated this was a project to fund a water system
improvement for the Lewis County Water District (LCWD) #1. LCWD#1 is a group A
water system that services the community of Randle, WA. The customer base is
about 63% low and moderate incomes in the service area. The system had storage
capacity problems and insufficient fire flows, at the same time Hampton Lumber Mill
was unable to expand due water rights. This project was a collaborative effort
between Lewis County Health, Lewis County Public Works, State Department of
Health, Hampton Lumber Mill, LCWD#1, and the White Pass School District. Lewis
County applied for the grant in 2006 and was awarded the contract for the grant in
the amount of $700,000.00 in 2007. Construction started in 2010 and was
completed in August of 2010. As part of the grant funding requirements we are
required to hold a public hearing on the performance of the project. She stated we
also had a supplemental CDBG in the amount of $250,000.00 from the State
Department of Health, bring the grant funding to a total of $950,000.00.
Chairman Averill asked if there were any more questions. There were none. He
closed the question and answer portion of the hearing and opened the formal
hearing.
Shirley Kook asked that her previous comments be adopted into the record.
Sue Kennedy, Lewis County Public Health, stated in 2005 we became aware of a
situation in Randle were the community water supply LCWD#1 was on a moratorium
with no future connections allowed due to their inability to meet the fire flow
requirements. The White Pass School District buildings were in a state of serious
disrepair and they were trying to achieve a grant to build a new facility but were
unable to meet the fire flows due to the Randle water district. We also became
aware that the Hampton Lumber Mill was under some scrutiny by the Washington
State Department of Ecology for overuse of its water rights. This project proposed a
community solution to a community crisis. This is a success story that is due to all of
the effort by many of the County staff and other agencies involved.
Bill McMann, LCWD#1, thanked all the people who have help to get this water
system going and in compliance. Without this grant this would not have happened.
Commissioner Grose stated this project wasn’t without controversy. He learned a
few things during this process and fortunately we were able to jump through some
hoops to get this project approved. It was a very important project for providing
continued water supply to the Hampton Mill as well as to a $20,000,000.00 school
project.
Chairman Averill asked if there were any other statements for public testimony.
There were none. He closed the hearing and asked for a motion.
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Commissioner Grose made a motion to approve Resolution No. 11-063.
Commissioner Schulte seconded. Candace Hallom read the item into the record.
Hearing: Authorizing Closeout for a Community Development Block Grant
Agreement with the State Department of Commerce for Water System
Improvements to Lewis County Water District #1. Resolution #11-063.
Motion Carried: 3-0
There being no further business, the Commissioners’ public meeting adjourned at
10:54 am on February 14, 2011. The next public meeting will be held Monday,
February 28, 2011, at 10:00 a.m.
Please note that minutes from the Board of County Commissioners’ meetings are not
verbatim. A recording of the meeting may be purchased at the Commissioners’ office.
BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
ATTEST: Ron Averill, Chairman
Clerk of the Board P.W. Schulte, Commissioner
Lewis County Commissioners
F. Lee Grose, Commissioner